Learn how to e-file your W2s from QuickBooks Desktop.

Many states don't offer direct e-filing for state W-2s. With your Quickbooks Payroll Enhanced Subscription and Microsoft Excel 2010 or higher, QuickBooks Desktop has a feature that will help you create a file that can be uploaded to the agency website or sent via electronic media.

We show you how to e-file your W-2s.

Things to know

  • If you are in Georgia, Illinois, Indiana, Utah, Virginia, or Wisconsin, you can file your W-2s directly from QuickBooks Desktop. Go to Employees then Payroll Tax Forms and W-2s, then Process Payroll Forms. 
  • You can also go to your Payroll Center and select the File Forms tab. Then select Process Payroll Forms. 
  • If you have QuickBooks Desktop Assisted Payroll, refer to FAQ: W-2 Form for information about how Intuit handles your W-2s.
  • Most states have changed their due dates to January 31st. Verify your state’s due date for filing the W-2 data.

Create a file to submit to your state

Follow these steps for creating the file you'll send to the state.

  1. Select Employees, then Payroll Tax Forms & W-2s, then create State W-2 E-file.
  2. On the Welcome window, select Continue. (Note: Verify if the Tax Year you are filing for is available.)
  3. On the QuickBooks Payroll state W-2 Filing window, select Continue.
  4. Next to Select State, choose the state from the drop-down menu. Then select Get QuickBooks Data.
  5. On the QuickBooks Payroll State W-2 filing - Updated window, select OK.
  6. Correct any errors or add missing information into the file.
  7. Select the Add-Ins tab to locate the QuickBooks Payroll State W-2 drop-down menu. Choose Start Interview.
  8. Put a check mark to I understand that I must review my data and answer the following questions. Then select Next.
  9. Note the file name and location. Select Next.
  10. Answer the questions in the interview. And verify any auto-populated information. Select Next until you reach the End of Interview
  11. Choose Create W-2 File.
  12. On the State W-2 File Created window, select OK.
  13. When the Save Workbook window open, select Yes to save the Excel workbook for your records.

Submit the file to your state

W-2 filing instructions vary from state to state. Select your state for detailed instructions.

Alabama Indiana Mississippi Pennsylvania
Arizona Iowa Missouri Rhode Island
Arkansas Kansas Montana South Carolina
Colorado Kentucky Nebraska Utah
Connecticut Louisiana New Mexico Vermont
Delaware Maine North Carolina Virginia
District of Columbia Maryland North Dakota West Virginia
Georgia Massachusetts Ohio Wisconsin
Idaho Michigan Oklahoma
Illinois Minnesota Oregon